Administrative Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 1,328 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

**OVERVIEW** ------------ Post Number : 3CRADM0701RP Grade : G-4 Parent Sector : Sector For Administration and Management (ADM) Duty Station: San Jose Job Family: Administration Type of contract : Fixed Term Duration of contract : 2 years Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 31-OCT-2022 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism . - **Only candidates who are entitled to work in Costa Rica can apply to this position** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall delegated authority of the Director/Head of the Office and the direct supervision of the Finance and Administrative Officer (CFO) or the Senior Finance and Administrative Assistant, as applicable, the incumbent provides a series of administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures. Essential responsabilities include: GENERAL ACCOUNTABILITIES - Act as certifying officer up to the authorized level delegated by the CFO. - Draft and prepare routine correspondence, memoranda, and non-substantive reports. - Maintain confidential and general files and establish reference Systems. - Assist in preparing budgetary and financial reports, statistics, or projections for managers' use. - Review draft reports, verify overall accuracy and consistency, and cross-check the consistency of figures. - Provide guidance and interpretation on non-complex administrative rules, regulations, and procedures. FINANCE ACCOUNTABILITIES - Assist and inform the supervisor on financial status using management information Systems and reporting. - Code, record, and reconcile accounting transactions. - Verify and process payments, maintain specific accounts, prepare routine reports, and calculate and compile financial data. - General expenditure reports from the automated Systems. - Provide assistance and guidance to staff on basic financial procedures, payment requirements, and banking and currency provisions. - Act as bank focal point in charge of reconciliation and follow-up on bank documents. Long Description ---------------- BUDGET ACCOUNTABILITIES - Monitor and control commitments and expenditures. - Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds. - General expenditure reports from automated information System databases and compiles budget data. - Assist in the preparation, cost estimation, and finalization of budget reports, and carry out a preliminary analysis of variances between budgets and actual expenditures. HR ACCOUNTABILITIES - Assist in HR administrative matters in drafting correspondence and other documents for personnel actions, following up on HR actions, and maintaining the database. - Process salaries, entitlements, claims, non-staff contracts, etc., as per established guidelines and procedures. - Provide assistance, advice, and briefings to newly arrived staff, experts, and consultants on basic procedures in assisting/supporting issues related to visas, identity cards, driving licenses, and other necessary personnel-related documentation per requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs). - Assist in pre-recruitment formalities and support the recruitment process's conduct. LOGISTICS - Make arrangements, assist and advise on shipping in liaising with customs. - Assist and guide the preparation of travel plans and preparation of purchase orders and contracts. - Assist in all security-related matters. May liaise and cooperate with UNDSS on matters related to safety and security. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- ***EDUCATION*** - Completed secondary, technical and/or vocational school. ***WORK EXPERIENCE*** - A minimum of 3 (three) years of work experience in administrative, secretarial support, and/or related field. ***SKILLS AND COMPETENCIES*** - Excellent skills in drafting correspondence, accurate typing, and attention to detail. - Discretion and cooperative behavior and attitude to work in a team successfully. - Ability to work in a multicultural environment and establish good working relationships with external and internal partners. - Excellent knowledge of IT skills, with proficiency in using MS Office (Outlook, Excel, Word PowerPoint, etc.). ***LANGUAGES*** - Excellent knowledge (spoken and written) of English and Spanish. **DESIRABLE QUALIFICATIONS** ---------------------------- ***WORK EXPERIENCE*** - Experience in an international environment. - Experience in the field of administrative and secretarial support. ***SKILLS AND COMPETENCIES*** - Knowledge of budget and finance practices. ***LANGUAGES*** - Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian). **BENEFITS AND ENTITLEMENTS** ----------------------------- UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc. For more information in benefits and entitlements, please consult [ICSC website.](https://icsc.un.org/) **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an online application and provide complete and accurate information. To apply, please visit the [UNESCO careers website.](https://careers.unesco.org/careersection/2/joblist.ftl) No modifications can be made to the application submitted. The evaluation of candidates is based on the criteria in the vacancy notice and may include tests and assessments, as well as a competency-based interview. To assess and evaluate candidates, UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. Please note that only selected candidates will be further contacted, and candidates in the final selection step will be subject to reference checks based on the information provided. **Footer** ---------- UNESCO applies a zero tolerance policy against all forms of harassment. UNESCO is committed to achieve and sustain gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States [(last update here)](https://en.unesco.org/careers/geographicaldistribution) are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts. UNESCO does not charge a fee at any stage of the recruitment process.